1. Cross Training Pre/Post Award Shared Service Model
Nancy Jenkins, Sr. Director
Christine Bullard, Post Award Manager
Matanat Abadzade, Post Award Research Administrator III
Department of Medicine, Family & Preventive Medicine
Emory University

2. Research Administration Shared Service Model
Emory moved from department based “cradle to grave” administration of grants to a Research Administration Shared Service (RAS) model.
The RAS model includes a standardized structure pre award and post award team.
Standardized SOPs for each pre and post award responsibilities.
Defined responsibilities and hand offs between teams.
Standardized metrics for each team.

3. Why Cross Training?
Research Administrators understand the grant process from notice-of intent to closeout for an award.
Enhance a Research Administrator’s Career Development
Ability for team members to assist with activities in pre and post due to increased workloads.
Increase employee interaction/communication and teamwork.
Develop understanding of what it takes to perform each group’s job functions.

4. Challenges
The RAS model hires staff into pre or post team. There are set roles and responsibilities with each team.
Staff without prior research administration experience have no exposure to the grant process.
Staff turnover and staff career interest create opportunities for staff to work on both teams.
Silos have developed between the teams. Less interaction than when cradle to grave.

5. Cross Training Program
Program includes selecting team members from pre and post award
Combines mentoring, training modules and job aids.
Evaluation of program by trainees

6. Benefits
Ability to rotate and move employees between pre and post award teams during peak workload periods.
Provides more variety in employees work. Increases new learning and mentoring opportunities
Pre and Post Award teams develop empathy and a better understanding of each teams roles and responsibilities
Employee personal development plan
Cultivate leadership skills
Opportunity to advance in the field of research administration

7. Program Development
Two leads selected from the post and pre award team. Matanat Abadzade and Vaneita Adams
Identify activities to be incorporated into the training program
Identify existing resources to support the learning activities
Develop learning modules for pre and post award
Incorporate mentoring activities.
Evaluate learning modules.

8. Identifying Resources
Located all resources for pre and post award activities. Created a central folder for all resources necessary for cross training
Reviewed job aids developed by both teams and central to the university. Identified location and provided links in materials if needed.
Reviewed the onboarding and training practices and identified gaps in training for the teams.
Best Practices
Job Aids
SOPs

9. Development of Learning Modules
Designed a structure for each module that included a course module, learning objective, schedule and mechanism to track results.
The Course module details the following:
The activity – including learning objective
Detailed steps in the process
Links and directions to resources available
In person training by a mentor
Practice session

10. Sample Training Plan

11. Mentoring Activities One on one training with mentor
Job shadowing with team members
Manager meeting with mentee

12. Results
Materials developed and coursework completed and revised based upon input from staff.
Lawrence Rapier was first staff member to participate.
Activities are linked to faculty portfolios the staff already manage.
Increasing discussion and collaboration between the teams.